05Irrigation_Development_Project_Implementation.pdf

Japan International Cooperation Agency (JICA)
Oromia Irrigation Development Authority (OIDA)
Guidance for Oromia Irrigation
Development Project Implementation
May, 2014
The Project for Capacity Building in Irrigation Development (CBID)

Foreword
Oromia Irrigation Development Authority (OIDA) is established on June,
2013, as a responsible body for all irrigation development activities in the
Region, according to Oromia National Regional Government proclamation
No. 180/2005. The major purposes of the establishment are to accelerate
irrigation development in the Region, utilize limited resources efficiently,
coordinate all irrigation development activities under one institution with
more efficiency and effectiveness.
To improve irrigation development activities in the Region, the previous
Oromia Water Mineral and Energy Bureau entered into an agreement with
Japan International Cooperation Agency (JICA) for “The Project for Capacity
Building in Irrigation Development (CBID)” since June, 2009 until May,
2014. CBID put much effort to capacitate Irrigation experts in Oromia
Region through several activities and finally made fruitful results for
irrigation development. Accordingly, irrigation projects are constructed and
rehabilitated based on that several Guidelines & Manuals and texts
produced which can result in a radical change when implemented properly.
Herewith this massage, I emphasize that from Now on, OIDA to make efforts
to utilize all outputs of the project for all irrigation activities as a minimum
standard, especially for the enhancement of irrigation technical capacity.
I believe that all OIDA irrigation experts work very hard with their respective
disciplines using CBID outputs to improve the life standard of all people. In
addition, I encourage that all other Ethiopian regions to benefit from the
outputs.
Finally, I would like to thank the Japanese Government, JICA Ethiopia
Office, and all Japanese and Ethiopian experts who made great effort to
produce these outputs.
Feyisa Asefa Adugna
General Manager
Oromia Irrigation Development
Authority
Addis Ababa, Ethiopia
May, 2014

Introductory Remarks
“Growth and Transformation Plan” (GTP) from 2011 to 2015 intensifies use of
the country’s water and other natural resources to promote multiple cropping,
better adaptation to climate variability and ensure food security. Expansion of
small scale irrigation schemes is given a priority, while attention is also given
to medium and large scale irrigation.
In Oromia Region, it is estimated that there exists more than 1.7 million ha of
land suitable for irrigation development. However, only 800,000 ha is under
irrigation through Traditional and Modern irrigation technology. To accelerate
speed of Irrigation Development, the Oromia National Regional State requested
Japan International Cooperation Agency (JICA) for support on capacity
building of Irrigation Experts under Irrigation Sector.
In response to the requests, JICA had conducted "Study on Meki Irrigation and
Rural Development" (from September 2000 to January 2002) and Project for
Irrigation Farming Improvement (IFI project) (from September 2005 to August
2008). After implementation of them there are needs to improve situation on
irrigation sector in Oromia Region.
JICA and the Government of Ethiopia agreed to implement a new project,
named “The project for Capacity Building in Irrigation Development” (CBID).
The period of CBID is five years since June, 2009 to May, 2014 and main
purpose is to enhance capacity of Irrigation Experts in Oromia Region focusing
on the following three areas, 1) Water resources planning, 2)
Study/Design/Construction management, 3) Scheme management through
Training, On the Job Training at site level, Workshops, Field Visit and so on
and to produce standard guidelines and manuals for Irrigaiton Development.
These guidelines and manuals (Total: fourteen (14) guidelines and manuals)
are one of the most important outputs of CBID. They are produced as
standards of Irrigation Development in Oromia Region through collecting
different experiences and implementation of activities by CBID together with
Oromia Irrigation Experts and Japanese Experts.
These guidelines and manuals are very useful to improve the Capacity of OIDA
Experts to work more effectively and efficiently and also can accelerate
Irrigation Development specially in Oromia Region and generally in the country.
Finally, I strongly demand all Irrigaiton Experts in the region to follow the
guidelines and manuals for all steps of Irrigation Development for sustainable
development of irrigation.
Adugna Jabessa Shuba
D/General Manager & Head, Study,
Design, Contract Administration &
Construction Supervision
Oromia Irrigation Development
Authority
Addis Ababa, Ethiopia
May, 2014

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Table of Contents

1. Precondition.....................................................................................1
2. Necessary Item for implementation of irrigation project ....................2
2.1 Identification ...............................................................................2
2.2 Pre-Feasibility study....................................................................2
2.3 Feasibility and Detail Study.........................................................2
2.4 Appraisal Forum .........................................................................3
2.5 Bid process .................................................................................4
2.6 Contract out and handover the site to the contractor...................4
2.7 Construction Supervision ............................................................5
2.8 Inspection and evaluation............................................................5
2.9 Handover to community (WUC/WUA) ..........................................6
2.10 Irrigation Water Management ....................................................6
2.11 Operation and maintenance ......................................................6
3. Flow of irrigation project implementation and
its relation with other guideline………………………………………7
4. Duty and responsibility of manager, deputy manager and
process owner……………………………………………………………8
5. Important matter to make project document ....................................9
5.1 Project planning ..........................................................................9
5.2 Design.........................................................................................9
5.3 Secure the land ...........................................................................9
5.4 Labor division for construction ....................................................9
5.5 Cost estimation ...........................................................................9
5.6 Construction Period................................................................... 10
5.7 Making Construction plan ......................................................... 10

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5.8 Constitution of Project Document .............................................. 10
5.9 Importance of surveying ............................................................ 11
6. Cost estimation for contract out ..................................................... 12
6.1 General ..................................................................................... 12
6.2 Type of works ............................................................................12
6.3 Caluclation of volume................................................................ 14
6.4 Unit rate.................................................................................... 16
6.5 Cost estimation system by excel ................................................ 16
7. Procedure of Bid............................................................................. 19
7.1 Classification of bid ................................................................... 19
7.2 Flow of bid ................................................................................ 20
7.3 Checking the Bid document....................................................... 21
7.4 Bid evaluation criteria ............................................................... 22
8. Inspection and evaluation .............................................................. 29
8.1 How to inspect........................................................................... 29
8.2 Supplement of how to inspect.................................................... 30
8.3 How to evaluate......................................................................... 31
8.4 How to mark each evaluation item............................................. 31
8.5 Supplement of how to evaluate .................................................. 35
Annex-1 Contents of agreement with farmer…………………………………36
Annex-2 Oromia Irrigation Development Authority (OIDA) Irrigation
Project Handover Format……………………………………………..37
Annex-3 The Federal Democratic Republic Of Ethiopia Standard
Bidding Document (SBD) For Procurement of Works For
National Competitive Biddings (NCB) and User’s Guide……...43
Annex-4 Cost estimation system by excel…………………………………..173
List of Authors/Experts/Editors/Coordinators……………………………201

1. Precondition
This guidance explains mainly basic matter about what OIDA Managers
and Irrigation experts should do for the irrigation projects. On the
construction work of the irrigation project, there are community and
OIDA duty. Therefore, these should be clearly discussed in detail with
community in each stage of study. According to this manual each zone
office and contractors will be monitored and evaluated, then will be
supported and also measure will be taken.
Guidance for Oromia Irrigation Development Project Implementation
1
Japan International Cooperation Agency (JICA) & Oromia Irrigation Development Authority (OIDA)

2. Necessary Item for implementation of irrigation project
2.1 Identification
For sustainable and quality irrigation development proper and sound
resource (land, water, household) identification is the crucial. Where
this is not done accordingly negative environmental impact, conflict,
loss of money and total failure of projects will be the results. The
identification study is mandated to district and should be reviewed and
verified by zone level. The objectives of identification study are,
 To assess the available land, water resources potentials and the
willingness of the community for irrigation development
 To collect necessary data to be the basis for the next phase of the study.
 To forecast the possible means of water abstraction for the proposed
irrigation development.
 To present for pre-feasibility study
For the details, please refer to “Study and Design Technical Guideline
for Irrigation Project”.
2.2 Pre-Feasibility study
The Pre-Feasibility study is executed by zone level.
The candidate site for irrigation project should be selected in the
appropriate time based on the information of identification study such
as irrigable land, water resource conditions, community interest, and
the verification report of zone. Please refer to “Study and Design
Technical guideline for Irrigation Project”.
2.3 Feasibility and Detail Study
(1) Project document
The project document is prepared at zone or OIDA level. This document
has to be clear the necessity and propriety of the project.
According to this project document, feasibility and detail design is
decided so that construction work can be implemented. And roles of
government, farmer and others should be cleared by this project
document.
Project document should attain the feasibility and detail study
guideline. Not only construction work cost, but also supervision,
administration cost etc. should be included in this cost. This document
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has to be submitted to OIDA.
(2) Agreement with farmer
Awareness and agreement should be made with farmers about cost
share of Irrigation project construction, may be in cash or kind. Based
on this Principle, project study and design crew have to discuss this
issues with farmer and decide. In addition to cost sharing, farmers
should be aware cost recovery, O & M and irrigation water fee
principle.
And agreement must be made with farmers and local administrators on
the use of the land on which camp site, night storage pond/s and others
will be constructed. This agreement with farmers is necessary, before
starting construction.
2.4 Appraisal Forum
For checking the project document, appraisal forum has to be
established. This forum checks the idea of planning and design and the
whole document according the guidelines
Members of this forum are;
 Expert of OIDA
 Expert of Zone in charge of the project
Experts in charge of the project should explain about planning and
design.
They have to correct the project document according to the result of
discussion at this forum and submit corrected document to this forum.
Before it is submitted, Zone office should check the contents. After this,
the project document will be approved by OIDA and the community,
then budget will be solicited from different sources.
Term of Survey and Planning Term of Construction Benefit Term
Term of Survey and Planning Term of Construction Benefit Term
Time
Farmers Participate with
no payment
Farmers pay to
government from benefit
Same Value
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2.5 Bid process
(1) Preparing bid document
Bid documents such as Tender document (NCB), Qualification criteria,
BOQ, Bid announcement are prepared by irrigation engineers at zone or
OIDA level. Announcement will be made based on the budget location,
capacity and delegation
This document should be prepared clearly and precisely to minimize
future claim and for proper supervision.
(2) Discussion by OIDA Head / Process owner
After prepared the bid document, the responsible person has to discuss
with OIDA Head and Process owner about the content of bid document.
(3) Bid
Before starting the bid evaluation, bid evaluation team will be assigned
from responsible sector. Bid opening minute should be announced on
at least one national media considering project requirement according
to National Competitive Bid Method. Bid evaluation focuses on two
points that are technical and financial. According to this evaluation
should be more sensitive on technical capacity of bidder in that out of
100% evaluation points should be technical 60- 70% and financial
30-40 %. This range of ratio should be decided according to the
situation of the projects. Bid evaluation team has to prepare bid
evaluation report (technical and financial) and decide the potential bid
winner. This can be changed or modified according to the funding
agency interest.
2.6 Contract out and handover the site to the contractor
According to the bid evaluation result, the body in charge of the project
has to send the award letter to bid winner, and sign an agreement as
soon as possible after letter of acceptance from bid winner. And then,
after receive the performance bond from contractor, site hand over and
job order should be conducted as soon as possible. Community
awareness and participation (i.e. share) should be done together with
site handover for the commencement of the work by the concerned body.
The client in charge of the project can pay advance payment after
receiving advance guarantee bond.
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2.7 Construction Supervision
Supervisor has to get basic project document and drawings for the sake
of quality and timely completion. Especially construction schedule is
very important for supervisor in controlling construction Quality, Time,
and Cost. So, supervisor has to receive the general work schedule,
activity schedule, material schedule, man power schedule, machinery
schedule and payment schedule from contractor before starting the
construction. Supervisor should fully understand project plan and
design and as much as possible go to site and endeavor to understand
the existing situation. During the construction time, supervisor has to
execute quality control, dimension control. Some time, actual site
situation is not same to estimated situation before construction.
Therefore, according to actual site situation, design should be changed.
According to the actual construction, supervisor has to receive the
drawings which modify by contractor and prepare amendment
agreement based on the drawings and take-off sheet after check the
work volume with contractor. And supervisor has to prepare payment
certification and carry out the payment to contractor.
Community promoter has to be assigned so that the community
participates in the supervision and other works of the project.
Please refer to “Construction Control Manual” for the details.
2.8 Inspection and evaluation
To confirm the quality of construction, it is necessary.
It is important to see whether result of construction work is based on
drawing or thought of design or not.
Inspector should be another person not in charge of supervision.
For classifying the contractor according to actual work and using the
data for future bid, supervisor and inspector should evaluate the
contractor.
Supervisor evaluate the contractor in construction term, inspector
evaluate the result of construction. Project commissioning needs to be
done.
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2.9 Handover to community (WUC/WUA)
Operation and maintenance manual, agricultural development plan
and schematic map of the project should be prepared and provided to
WUA by the body in charge of the project at zone level. In addition to
this, community awareness and participation should be done based on
the manual.
2.10 Irrigation Water Management
The purpose of irrigation project is to use water for crops production.
When irrigation facilities are passed to farmers, it is necessary to give
some guidance on how to use water. Please refer to “Small Scale
Irrigation Water Management Guideline” for the details.
2.11 Operation and maintenance
Irrigation facilities need to be operated and maintained. Thus,
operation & maintenance activity should be conducted by WUA / WUC
according to operation & maintenance manual provided to WUA / WUC
by the person in charge of the project at zone level. Please refer to
“Guidance for Preparation of Operation and Maintenance Manual” for
the details.
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3. Flow of irrigation project implementation and its relation with other
guideline
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4. Duty and responsibility of manager, deputy manager and process
owner
Position Duty and responsibility
OIDA Zone District
Manager -Endorse OIDA and Zone
five years and yearly plan
-Evaluate OIDA and Zone
five years, yearly and
monthly plan
-Gives work direction for
OIDA, Zone and District
-Implements yearly plan in
OIDA
-Endorse District five years
and yearly plan
-Proposes five years and
yearly plan to OIDA
-Evaluates Zone and District
yearly and monthly plan
Zone and District
-Implements yearly plan
-Proposes five years and
yearly plan to Zone
District
-Implements yearly plan
Deputy
manager
-Gives monthly work
direction for OIDA and
Zone
-Follows up OIDA and Zone
activity
-Facilitates and gives
technical assistance for
OIDA and Zone
-Implement monthly plan
-Gives monthly work
direction for Zone and
District
-Follows up Zone and district
activity
technical assistance for Zone
and District
-Gives monthly work
direction for District
-Follows up district
activity
technical assistance for
District
Process
owner
-Gives technical assistance
for OIDA and Zone
-Prepares final planning
document
-Approves study and
design document
-Follows up OIDA and Zone
activity
-Gives technical assistance
for Zone and District
-Prepares and submits final
planning document to OIDA
-Approves and submits study
and design document to
OIDA
-Follows up Zone and
District activity
-Gives technical
assistance for District
- Prepares and submits
identification,
maintenance and
rehabilitation document
to Zone
-Follows up District
activity
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5. Important matter to make project document
5.1 Project planning
Please refer to “Study and Design Technical guideline for Irrigation
Project”.
5.2 Design
Please refer to “Technical Guideline for Design of Headworks”, “Technical
Guideline for Design of Small Scale Reservoirs” and “Technical Guideline
for Design of Irrigation Canal and Related Structures”.
5.3 Secure the land
Irrigation facilities and construction work need the land. Sometimes these
lands are used for farmland and house/s. Before starting construction
works, these lands should be secured. Officers have to explain the project
to land users, and get the agreement of land use for project without any
conditions if possible.
In case of other situations, negotiation is important; as a result, the design
may be changed.
5.4 Labor division for construction
In principle, construction works are ordered to contractors. But easy work
like construction of secondary and other canals and repair works are done
by farmers and WUA, if zone and district officer can supervise constantly.
In any case, for smooth construction work and to respond the big change
of material price, it is possible to supply material and to contract out
labour (like cement and bar are purchased and supplied by client).
5.5 Cost estimation
In Ethiopia, price change is very big. Engineering price should include the
rate of inflation. For estimating this rate, the price of materials, labor, and
machine should be checked in each month, in each area and inflation
report of MoFED.
For implementation of projects, OIDA has to get the budget for not only
construction cost, but also for administration, supervision of the
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construction work and hand-over.
5.6 Construction Period
To estimate construction period decide biding time, rainfall seasons,
budget time and other important parameters consideration are necessary.
5.7 Making Construction plan
For cost estimation and term estimation, the construction plan is
necessary. When same facility is constructed, there are a difference cost
and term by different construction way. And for construction, sometime
temporary work is needed, for example, coffer dam, water pump, diversion
canal etc. After design, construction plan should be made. But the cases
that the design and information is old, it should be up dated as needed.
5.8 Constitution of Project Document
The Constitution of Project Document is as follows;
1. Standard cover (top page)
2. List of working groups
3. Silent features of the project
4. Executive summery
5. Introduction
6. Community Organization and Management
7. Socio-economy
8. Agronomy
9. Soil and Land Evaluation
10. Water shed management
11. Environmental Impact Assessment
12. Geology and geo-techniques
13. Hydrology
14. Engineering
15. Bill of quantity
16. Financial and economic analysis
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5.9 Importance of surveying
Survey result is most basic imformation for design and cost estimation.
And also, it is one of the most important item for construction
management. For instance, in Open canal type irrigation system, for Water
not to go up, canal bed slope and canal wall height is important, if some
mistakes are happened at these elevation survey, canal can not get design
capacity.
Thus, surveyors should fully understand their duty and purpose of the
work they did, they should survey carefully and endeavor not to lose the
result, data, mark etc at the site. For example, check the data after
surveying, bench mark should be made with concrete, data should be
taken in back up etc.
For this purpose, designer and supervisor have to ask surveyor about
situation of topographical matter, surveyor has to be able to answer
questions about toprgraphical matter. And surveyor should be
accompanied by designer as much as possible when he/she carry out
surveying.
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6. Cost estimation for contract out
6.1 General
There are different situation in each area, for example, labour fee, material
cost, and site situation. But basic thought is the same.
At first, calculate the volume of each type of the works. Next, multiply each
volume by each unit cost.
If it is difficult to calculate the volume, estimate some necessary input.
After the work starts, check the actual input at the site and make the
amendment.
For contract out, it is neccesary to give the volume of each type of works
and some clues. If there is no volume and no clue, bidder can’t estimate the
correct cost.
6.2 Type of works
At the present, Type of works in the works by OIDA are below;
Type of works unit Contents Remark
Mobilizaton-demobilization
ls
According to necessary
machine and distance
Red ash surfacing
m2
For construction of
access road
Screeding work m2 For construction of
camp site
CIS Roofing work of d/t
gauges
m2
CIS Walling work m2
CIS Window work m2
CIS Door work m2
Ceiling work m2
Plywood wall m2
Chipwood wall m2
Pile up and removal
sandbags
m3
For temporary works
Rearrange sandbags m3
Site cleaning
m2
Cleaning the site before
work. Taking the
vegitation etc
River cleaning m3 Cleaning the river
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Excavation of normal soil
m3
Excavation of soil and
sand
Excavation of soft rock m3 Excavation of soft rock
Excavation of hard rock
m3
Excavation of channel,
boulders and hard
stone
Dismantling/removing
existing masonry and
concrete
m3
Dismantling and
removing existing
masonry and concrete
Back fill, compaction and
shaping
m3
Material, labour and
equipment cost
Cart away
m3
According to necessary
distance
Hard coring
m2
equipment cost
Masonry
m3
equipment cost
Plastering
m2
equipment cost
Pointing
m2
equipment cost
Wooden Form work
m2
equipment cost
Reinforcing bar
kg
Supply, cut, bend and
fix in position high yield
steel
Concrete C-15
m3
Standarad ratio is 1:2:4
(Material,labor and
equipment)
Concrete C-20
m3
Standarad ratio is 1:2:3
(Material,labor and
equipment)
For RCC
combines with
Reinforcing bar
and Concrete
C-20
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Cyclopean concrete
m3
According to ratio of
rock
Gabion
m3
equipment cost
Plastic sheet for prevention
of soil draw-out
m2
equipment cost
Stone pitching m2 Material, labour and
equipment cost
Geomembrane and geonet
lining
m2
equipment cost
Pipe supply, fittings and
Laying/Installation
m
According to the type of
pipe
Fill and compaction layer by
layer for earthen dam
m2
equipment cost
6.3 Caluclation of volume
For caluclation of volume and prevent the mistake, the drawing is needed.
The caluclation is based on drawing.
For understanding, and to prevent the mistake, the take-off sheet should
be made. This take-off sheet will be used for confirming the volume with
contractor.
It is not neccesary to make take off sheet by PC, it is enough to make by
hand writing. Sample of take-off sheet is next page.
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6.4 Unit rate
Usually, unit cost consists of labour fee, material cost and equipment cost.
The constitution of these are very important in calculating the
construction term, amount of material, arrangement of labor and
machinery. This is changed by conditions, construction method etc. But it
is basic for unit cost estimation.
And for implementation of construction works, not only construction cost
is needed, but also site management cost and general management cost
are necessary.
Site management cost is like salary of site engineers and cost of their work,
it is necceary to implement construction work correctly.
General management cost is the cost contractor keeps and manages
his/her business like salary of office worker, insurance fee, rental fee of
office etc.
To be easy the cost estimation, the system by Excel is made and it is
neccesary to verify and add more data.
Outline of the task to this system is given below;
6.5 Cost estimation system by excel
This system is made for the cost estimation of standard construction
works. Some items are not neccesary at each construction, and some items
are lacked. But each estimater can arrange it, because this system is made
by popular software. Please refer to attached CD.
(1) Basic data input
At first, estimator should input basic data in the sheet [1.Material cost],
[2.Material cost (Include Trans)], [3.Labor rate], [4.Equip cost] for each
construction. For example, labor fee, material cost, distance from factory
to the construction site etc. Yellow cells should be inputted.
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For inputting this date, zone and district officers should research at the
market and similar construction works near the site.
< Sample; Sheet [1.Material cost] >
(2) Unit rate
Each unit rate is caluclated accoding to basic data estimator inputted.
And there are norm and material requirment to produce each unit
production at each unit rate. These norm and material requirment is
following Ethiopia Building Constraction as much as possible. These
norm and material requirment can be modifed according to the contents of
work.
Each unit rate link with dasic data. The result of calcuration on unit rate
is reflected on sheet [5.Unit rate] and reached on sheet [6.Summary of
Unit rate]
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(3) Standard BOQ
This BOQ is standard of irrigation facilities construction work. According
to situation of each irrigation project, this should be changed.
After input basic data, unit rate is calculated automatically, estimator just
input quantity of each type of works calculated in take-off sheet on sheet
[7.BOQ].
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7. Procedure of Bid
7.1 Classification of bid
According to estimated price, bid method is changed.
Estimated price Bid method Class of bidder
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7.2 Flow of bid
(1) Bid process
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(2) Short list bid process less than 2 million,
Emergency, failure in three times calling
7.3 Checking the Bid document
Client should know about bidder at designation when the bid is hold by
the designated bidding. But it is necessary to confirm the capacity of the
bidder.
So, Checking bid document that the bidder submited is necessary, both
in the designated bidding and in the open bidding.
Item should be checked as written in Bid document bidder submited. The
amount of each item for checking is defferent by the size of the
construction, but the item is about the same in spite of the size of the
construction.
The bidder sometimes make a mistake and writes wrong and incorrect
information in the document. So the evidence of each item is necessary to
confirm the writen information. The bidder should seal envelope to
prevent injustice.
The bid document client distrbute should be written in an easy style for
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decreasing mistake by bidder.
7.4 Bid evaluation criteria
Bid evaluation criteria is as follows;
(1) Evaluation criteria for technical point
Evaluation criteria for technical point are as follows.
(a) Volume of construction work
Bidders shall have average annual volume of construction work over the
past two years of at least two million (2,000,000) birr ; or For new
contractors (less than two (2) years experience as contractor) only Direct
experience ten (10) years on irrigation and irrigation land Drainage on
Government projects.
(b) Similar Experience in Construction Works
Bidders shall have at least one (1) experiences of construction works for
facilities with similar type to the Project over the last two years (to comply
with this requirement, works cited should be at least 70 percent
complete); or For new contractors (less than two (2) years experience as
contractor) only Direct experience ten (10) years on irrigation and
irrigation land Drainage on Government projects.
(c) Key personnel (Engineers)
Bidders shall have at least the following qualified engineers.
 Project Manager : - A Project Manager at least Five years experience in
works of an equivalent nature and volume with minimum qualification
of relevant education with minimum Advanced Diploma in
Engineering (Water related engineers).
 Construction Engineer: - Construction Engineer who stays at field
during the construction period as full time at least Five years
experience in works of an equivalent nature and volume with
minimum qualification of relevant education with minimum Advanced
Diploma in Engineering
 Surveyor: - Surveyor of minimum of five (5) years experience
qualification Technical Diploma, Level IV or above (Surveyor has to
be available on site whenever the client demands).
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 Construction Forman: - Construction Forman who stays at field during
the construction period as full time at least with five (5) years
experience in works of an equivalent nature and volume with
minimum qualification of 10+1.
(d) Major item of construction equipment
Bidders shall prepare at least following essential equipments:
(Quality and capacity based on the specific project)
 Service vehicle
 Dump truck
 Concrete mixer
 Vibrator
 Compactor
 Set of surveying instrument
 Dewatering Pump
(e) Financial Status
Bidders liquid assets and/or credit facilities, net of other contractual
commitments and exclusive of any advance payments which may be made
under the Contract shall be no less than five hundred thousand
(500,000) birr.
N.B Bold and underline parts can be changed according to specific project
for items listed from (a) to (e).
(f) Bills of Quantities and Unit Rate
Bidders shall prepare Bills of Quantities and Unit Rate breakdown which
considers the trend of current construction market and it has to be apply
to on the project.
(g) Personal Dispatch Schedule, Construction Schedule, Methodology
Bidders shall prepare appropriate Personal Dispatch Schedule and
Construction Schedule using appropriate methodology.
(h) Quality control
Bidders shall explain about material quality control & methods properly
on site.
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(i) Technical comment
Bidders shall comment on the project technically.
(j) Field visit
Bidders shall undertake site visit and submit the field visit certificate/
letter/ memo which has a legal seal from district or Zone OIDA where the
project is located with its own expense. If not, bidders will be disqualified
from the bid.
(k) The others
 A consistent history of litigation project or arbitration awards against
the bidders or any partner of a Joint Venture may result in
disqualification.
 The figures for each of the partners of a joint venture shall be added
together to determine the Bidder’s compliance with the minimum
qualifying criteria in (a) and (e) above; however, for a joint venture to
qualify, each of its partners must meet at least 25 percent of minimum
criteria (a), (b), and (e) above for an individual Bidder, and the partner
in charge at least 40 percent of those minimum criteria. Failure to
comply with this requirement will result in rejection of the joint
venture’s Bid.
 Subcontractors’ experience and resources will not be taken into
account in determining the Bidder’s compliance with the qualifying
criteria.
(2) Allotment of technical point (point can be changed according to the
project before the bid announcement)
(a) Summary allotment of technical point (In the case of 70points for
technical point)
24

The summary for allotment of technical point is as the following table:
No Detailed Criteria Point Remarks
(a) Volume of construction work 10 points
(b) Similar Experience in Construction Works 10 Points
(c) Key personnel (Engineers) 15 points
(d) Major item of construction equipment 15 points
(e) Financial Status 2 points
(f) Bills of Quantities and Unite Rate 5 points
(g) Personal Dispatch Schedule, Construction
Schedule
6 points
(h) Quality Control 5 points
(i) Technical comment 2 points
Total 70 points
(b) Detail allotment of technical point
The detail for allotment of technical point is as the following table:
Table 1: (a) Volume of construction work ······ Evaluation point; 10 points
No Description Point
1 Project cost more than 5,000,000.00 birr 10
2 New Bidders who have less than two year experience as
a contractor, and have direct irrigation duty experience
of at least 10 years in government office
10
3 Project Cost 2,000,000.00 to 5,000,000.00 birr 5
Table 2: (b) Similar Experience in Construction Works and performance
evaluation on another similar project······· Evaluation point; 10 points
1 Similar work of irrigation project and good performance
evaluation results
10
2 New Bidders who have less than two year experience as
a contractor, and have direct irrigation duty experience
of at least 10 years in government office
10
3 Similar work on another project and medium
performance evaluation result
5
25

Table 3: (c) Key personnel (Engineers) ·········· Evaluation point; 15 points
No Personnel
Required professional
back ground
Required educational
level
Point
1 Project
Manager
Engineering (Water
related engineers)
Above Advanced Diploma 6
Advanced Diploma 3
2 Construction
Engineer
Construction
Engineer
Above Advanced Diploma 4
Advanced Diploma 2
3 Surveyor Surveyor Above Technical Diploma
or above level IV
3
Technical Diploma or
level IV
1.5
4 Construction
Forman
Construction Forman Above 10+1 2
10+1 1
Table 4: (d) Major item of construction equipment ·········· Evaluation point; 15
points
No List of Equipment
Number of
Equipment
Point
Owned Leased
I. Essential equipment
1 Service vehicle More than 1 2 1
0 0 0
2 Damp Truck More than 3 3 2
2 2 1
1 1 0.5
0 0 0
3 Concert Mixer More than 2 2 1
1 1 0.5
0 0 0
4 Vibrator More than 1 1 0.5
0 0 0
5 Compactor More than 1 1 0.5
0 0 0
6 Set of Surveying
Instrument
More than 1 1.5 0.75
0 0 0
7 Dewatering Pump More than 1 1 0.5
0 0 0
26

No List of Equipment
Number of
Equipment
Point
Owned Leased
II. Additional equipment
8 Crasher More than 1 0.5 0.25
0 0 0
9 Dozer D7 and above More than 1 1 0.5
0 0 0
10 Loader More than 1 1 0.5
0 0 0
11 Excavator More than 1 1 0.5
0 0 0
N.B Owned and leased without conformation ownership certificate, lease
agreement and important legal documents will not be considered (Should be
attached Trade license for leasing, VAT registration & other docs.)
Table 5: (e) Financial Status ·········· Evaluation point; 2 points
No Description Amount Point
1 Certified credit facility
arrangement
500,000 birr and above 2
Less than 500,000 birr 0
Table 6: (f) Bills of Quantities and Unite Rate ·· Evaluation point; 5 points
No Description Description Point
1 Bills of Quantities and Unite
Rate
Comprehensible 5
Incomprehensible 0
Table 7: (g) Personal Dispatch Schedule, Construction Schedule ······
Evaluation point; 6 points
Good Fair Below
1 Personal Dispatch Schedule 3 1.5 0
2 Construction Schedule 3 1.5 0
27

Table 8: (h) Quality Control ·········· Evaluation point; 5 points
No Description Rating (5%)
Good Fair Below
1 Practical methodology for quality control for
lean concrete, RCC, masonry, mortar , work
man ship & others Work Methodology &
Procedure
3 1.5 0
2 Materials on site for quality control (sieve,
slump test, measuring instruments &
others)
2 1 0
Table 9: (i) Technical comment ·········· Evaluation point; 2 points
No Description Rating (5%)
Good Fair Below
1 Constructive technical comment related to
this project
2 1 0
(c) Evaluation criteria for financial point (In the case of 30points for
financial point)
Lowest bidder gets 30 points. Other bidders get price point according
to below formula.
30 – (Bid price – Lowest bid price) / Lowest bid price × 30
= Financial point
28

8. Inspection and evaluation
8.1 How to inspect
Inspector checks the constructed facilities with drawing, and measure.
Some error is allowable. And also he/she should check quality giving
shock by using small hammer.
At the present situation, almost contractors can’t construct the facilities as
the drawing and bid document because they don’t have capacities to do it,
in case of the achievement of purpose are expected and destruction of the
facilities are not expected, it is allowable. So Inspector has to fully
understand the purpose of the inspected facilities.
The reason of measure is taking data, confirming existing situation and
evaluation.
The inspection is carried out based on dimension control standard and
checking form of the construction control manual. The inspection is failed
when there is the matter less than the inspection standard.
After inspection, inspector gives letter to contractor for informing success
or failure.
There are the allowable errors we try to explain in “Construction Control
Manual”.
Inspection points for achievement of purpose are expected.
Item Inspection point Reason
Head work Weir crest elevation is higher than
design
To get enough water level
Intake bed is higher than design To get enough water level
Intake size is enough To get enough water amount
Wall thickness is thicker than design Not to destruct
Wall height is higher than design Not to destruct
Weir body is bigger than design Not to destruct
Facilities are not broken by small
hammer
Not to destruct
Canal Flow capacity is enough as a whole* To bring enough water amount
Wall thickness is thicker than design Not to destruct
Wall height is higher than design Not to destruct
Facilities are not broken by small
hammer
Not to destruct
Pond Dam crest elevation is higher than design Not to destruct
Dam body is bigger than design Not to destruct
No leak at surface of dam back Not to destruct
29

*[Flow capacity is enough as a whole]
This means as below;
For example, below drawing is profile of canal.
It is same about total canal bed slope from A to B between the design
and the constructed. And also it is same wall height from A to B
including C between the design and the constructed.
But, the wall height for using water flow is only D at C. The part E of
wall is not used for water flow. So, Flow capacity is small at C and over
flow will happen.
In this case, it is difficult to find if inspector checks only canal wide and
wall height. At least each 50m bed level should be checked and water
capacities should be calculated.
8.2 Supplement of how to inspect
If the result of inspection is failure, the contractor should repair or
reconstruct.
Supervisor has to indicate to contractor how to deal with the problem.
At the present, the contractor of small scale irrigation project is weak in
construction management aspect and financial aspect. It is difficult to
reconstruct, so failure facilities will be left with no repair. This means the
input for construction will be wasted.
To avoid the failure at inspection is one of supervisor’s duties. So at
construction time, supervisor has to check and guide strictly for getting
success at inspection.
30

8.3 How to evaluate
Evaluation is needed for giving special treatment to good contractor and
eliminating the bad contractor. Result of evaluation is used at future bid.
The evaluation has to be done on quarterly basis.
Supervisor knows how the contractor did, supervisor evaluates the matter
of construction term, inspector knows only result of construction,
evaluates result.
This is reference of the evaluation as follows.
Evaluation point
Evaluator Evaluation point Allotment
Supervisor Construction system 5～-3
Key person (Project manager and Site
manager)
10～-9
Construction management 10～-6
Term management 10～-15
Safety 4～-3
Relation with farmer and local
community
5～-5
Dimension 5～-5
Quality 5～-3
Condition 5～0
Contrivance 4～0
Contribution to local area 2～0
Observance of the law 0～-20
Inspector Construction management 5～-2
Dimension 15～0
Quality 15～0
< Calculation formula >
Total point × 0.5 + 50 (if result of inspection is success)
8.4 How to mark each evaluation item
The criterion for each evaluation item is next page.
It is automatically marking by selecting Good or Bad for almost item. But
there is some item to need arranging at “Medium”. Some of “Medium” has
marking range.
If “Medium” has range, evaluator marks by his/her consideration.
Evaluator has to explain the reason what he/she marked score.
31

(1) Construction system (Supervisor)
Content Good Medium Bad
Contact adress of key person was informed to supervisor 1 - -1
Communication with key person was possible any time 1 0 -1
Person for work of a day was prepared 1 0 -1
Contact adress of relation was always ready 1 - 0
Drawing was always ready at the site 1 - 0
(2) Key person (Supervisor)
Key person fully understood whole of Constuction works 1 0 -1
Communication with supervisor was good 1 0 -1
Key person fully understood situation of Constuction
works
1 0 -1
Key person fully understood drawing and bid document 1 0 -1
Key person asked subject at proper time 1 0 -1
Key person arranged labour and material etc. properly
accoding to situation of constraction works.
1 0 -1
Key person corresponded properly when there was
difference between drawing and actual situation.
1 0 -1
Contact adress of relation was always ready 1 - -1
Drawing was always ready at the site 1 - -1
Key person implemented construction with contrivance 1 - 0
(3) Construction management (Supervisor)
labour and material etc. were supplied properly 1 0 -1
Contrivance for good quality was done. 1 0 -1
Daily demension control was done 1 0 -1
Daily quality control was done 1 0 -1
Auto level was used daily 1 0 -1
Transit or totalstation was used for making location 1 - 0
The site was cleared up daily 1 - 0
Payment request was submited at proper time and properly 1 0 0
Drawing was always ready at the site 1 - -1
There is daily record 1 - 0
32

(4) Term management (Supervisor)
The schedule was made for finishing until dead line 1 0 -1
Above schedule was followed up 1 0 -1
The schedule was put up at the site 1 0 -1
Correspondence to conditon change and arrangement with
farmer and local community was proper
1 0 -1
There were proper holiday 1 0 -1
Construction works finished until dead line 5 - -5
Construction works didn’t finish one month later than dead
line
-5 - 0
(5) Safety (Supervisor)
There were no accident someone had affter effect or dead 1 - -1
Instruction to labor for safety was done 1 - -1
Safety goods lile safety boots, helmet and globes were
supplied to labor
1 0
Correspondence to injured person was porper 1 - -1
(6) Relation with farmer and local community (Supervisor)
There was no trouble with farmer and local comminity 2 - -5
Arrangement with farmer and local comminity was done
positively
1 - 0
There was no complaint from farmer and local comminity 1 0
Correspondence to complanit was proper 1 - 0
(7) Dimension (Supervisor)
There is dimension control sheet(reffer to construction
management manual)
1 - 0
Invisible part was checked with supervisor 2 1 -5
Dimension error is within the limit of allowable errow(reffer
to construction management manual)
2 1 0
33

(8) Quarity (Supervisor)
There is certificate of material 1 - 0
There is no crack 1 1 0
Quarty control was done as bid document 3 1 -3
(9) Condition (Supervisor)
There was water at site like in the river with flow 1 - 0
Very soft ground like mud or Very hard ground like
hardrock
1 - 0
Including removal concrete structure 1 - 0
It was neccesary not to cut irrigation water 1 - 0
It was neccesary to change design accoding to deffernce
between drawing and actual situation.
1 - 0
(10) Contrivance (Supervisor)
Tool, equipment etc for construction 1 - 0
Temporary work like avoiding rework and improving
quarity
1 - 0
Construction plan like for shortening the term 1 - 0
Equipment for safety 1 - 0
(11) Contribution to local area (Supervisor)
Volunteer activity was done for local area 1 - 0
Local resource like worker, material and equipment was
used positively.
1 - 0
(12) Observance of the law (Supervisor)
Contracotr violate the law.
Contractor cancel the contract without proper reason
Contractor repoted false to supervisor
-20 - 0
Contractor didn’t comply with indication of letter by
supervisor
-10 - 0
34

(13) Construction management (Inspector)
There is Construction plan document 1 - 0
There is construction record. 1 - 0
Construction works was finished until dead line 1 - -1
There is construction system document 1 - -1
There is built drawing 1 - 0
(14) Dimension (Inspector)
There is dimension control sheet(reffer to construction
management manual)
5 - 0
Dimension error is within the limit of allowable
errow(reffer to construction management manual)
10 9～1 0
(15) Quality (Inspector)
There is certificate of material 5 4～1 0
There is no crack 2 1 0
There is no mark of repairing by palster at concrete
surface
5 4～1 0
Facility looks nice 3 2～1 0
8.5 Supplement of how to evaluate
Result of evaluation should be sent to OIDA.
35

Annex-1 Contents of agreement with farmer
1. Name of scheme
2. Name of Project
3. Purpose of Project
4. Contents and range of Project
5. Role of each concerned
(1) Government(Zone, district)
(2) WUA(Farmer)
6. The way of cost sharing
7. Structure of Project implementation
8. Structure of WUA
9. Agreement of Farmer
36

Annex-2
Oromia Irrigation Development Authority (OIDA)
Irrigation Project Handover Format
Zone:
Woreda:
Name of the Project:
Name of the Contractor:
Stating Date:
Completion Date:
Total Cost of the Project:
1) OIDA’s Share:
2) Community Share:
Transferred from: Received by:
Name of representative Name of representative
Job title (Position) Job title (Position)
Signature Signature
Date Date

37

Section I
Major points that should be filled by Water Users Association.
1. Concerning of beneficiaries and land owner
a) Describe division of land (divided or not divided):

If the land has been divided,
a) Minimum area of the land per household (ha):
b) Maximum area of the land per household (ha):

2. Scheme Administration
a) Is it under the administration of WUA? (Yes or No):
If it is under the administration of WUA, please describe the strength and weakness of the by‐law.

b) Is it managed under cooperative? (Yes or No):
If it is under the administration of WUA, please describe the strength and weakness of the by‐law.

3. Describe the work which needs more expansion and which needs modification in future.

38

Section II
This part has to be filled by OIDA.
Different types of constructions which are transferred to WUA.
No. Description Remarks
1 Project Name:
2 Location of the Project
2.1 Coordinate of the project: North latitude                      , East longitude
2.2 Elevation of Headwork weir:                                                                        (ma.m.s.l)
2.3 Distance: From Zone office(km)         ,From Woreda office (km)
3 Water Users Association
3.1 Number of house hold: Male      ,Female                        ,Total
3.2 Number of Family: Male      ,Female                        ,Total
3.3 Others:
4 Current Status of the project
4.1 Design command area (ha):
4.2 Base flow discharge in dry season (l/s):
4.3 Design Intake discharge (l/s):
5 Different Irrigation structures in the project area
5.1 Weir (Headworks):                                  ,Type of weir:
Pump: No.              ,KVA:
Pond: No.               , Storage capacity (m3):
5.2 Main canal
5.2.1 Main canal 1: Earthen canal (km) :                           , Lined canal (km):
5.3 Secondary canal
5.3.1 Secondary 1:  Earthen canal (km) :                           , Lined canal (km):
5.4 Tertiary canal

39

No. Description Remarks
5.4.1 Tertiary 1:  Earthen canal (km) :                                , Lined canal (km):
5.5 Division box: No.
5.6 Drop Structure: No.
5.6.1 0.5m depth drop: No.
5.6.2 1.0m depth drop: No.
5.6.3 Inclined drop: No. Type?
5.7 Check Structure: No.
5.8 Inverted Siphon: No.
5.9 Chute: No.
5.10 Culvert: No.
5.10.1 Cattle of Foot path‐Slub: No.
5.10.2 Road Crossing or vehicles path: No.
5.10.3 Drainage: No.
5.11 Turn out: No.
5.12 Flume: No.
5.13 Others:
6 Design Document with drawing
6.1 Document: Available or not Available
6.2 Drawing: Available in No.                     , Not available in No.
7 Operation and Maintenance manual
7.1 Manual: Available or not Available
8. General condition of the Project
a) From the project receiver

b) From the project transferred body

40

Major Responsibilities
Oromia Irrigation Development Authority (OIDA) Water Users Association (WUA)
Technical support of Irrigation water supply to the
Users
Implement by‐laws properly

Extension and Administration of Irrigaiton water
on the farm land
Collect O&M fee and use properly for scheme
operation and maintenance
Facilitation of community mobilization and follow
up and strengthen
Implement proper water management

According to the rule of land use, guide technical
support if necessary
Implement proper Operation and maintenance
activities to use water efficiently and effectively
and to use facilities long period with good
condition (by following Operation and
Maintenance Manual)
Following the instruction which is given by OIDA
Reporting result of monitoring by WUA to the
concerned body

41

Witness of hand overing the project

Witness;
1. From Woreda Irrigaiton Development Office
Name:
Position:
Signature:

2. From Zone Irrigaiton Development Office
Name:
Position:
Signature:

3. From Woreda cooperative Office
Name:
Position:
Signature:

4. From Zone cooperative Office
Name:
Position:
Signature:

42

The Federal Democratic Republic
Of Ethiopia
Standard Bidding Document (SBD)
For Procurement of Works
For National Competitive Biddings (NCB)
Public Procurement Agency (PPA)
January 2006
Addis Ababa
43
Annex-3

Standard Bidding Document for the Procurement of Works issued by the PPA (Version 1, January 2006)
Document: Preface. File Ref: Wks-SBD-NCB-Preface
{Entity or Project Crest or Logo}
Federal Democratic Republic of Ethiopia
{Name of Procuring Entity and/or
Project}
Bidding Document
for the
Procurement of Works
Subject of Procurement
Procurement Reference Number
Procurement Method
Date of Issue of Bidding Document
44

45

Bidding Document
Table of Contents
Part 1 - Bidding Procedures
Section 1 – Instructions to Bidders
Section 2 – Bid Data Sheet
Section 3 – Evaluation and Qualification Criteria
Section 4 – Bidding Forms
Section 5 – Eligible Countries
Part 2 - Schedule of Requirements
Section 6(A) – Scope of Works
Section 6(B) – Technical Specifications
Section 6(C) – Drawings
Section 6(D) – Bills of Quantities (or Activities Schedule)
Part 3 - Contract
Section 7 – General Conditions of Contract
Section 8 – Special Conditions of Contract
Section 9 – Contract Forms
46

Part 1
Part 1 – Bidding Procedures
Section 1 – Instructions to Bidders
Section 2 – Bid Data Sheet
Section 3 – Evaluation and Qualification Criteria
Section 4 – Bidding Forms
Section 5 – Eligible Countries
47

Part 2
Part 2 – Schedule of Requirements
Section 6(A) – Scope of Works
Section 6(B) – Technical Specifications
Section 6(C) – Drawings
Section 6(D) – Bills of Quantities (or Activity Schedule)
48

Part 3
Part 3 - Contract
Section 7 – General Conditions of Contract
Section 8 – Special Conditions of Contract
Section 9 – Contract Forms
49

Part 1: Section 1 Instructions to Bidders
Document: Section 1. Page 1 of 13 File Ref: Wks-SBD-NCB-Section 1
Section 1: Instructions to Bidders
Table of Clauses
A. General.................................................................................................................................................... 2
1. Scope of Bid.............................................................................................................................................2
2. Source of Funds........................................................................................................................................2
3. Eligible Bidders........................................................................................................................................2
4. Qualification of the Bidder.......................................................................................................................3
5. One Bid per Bidder...................................................................................................................................4
6. Cost of Bidding ........................................................................................................................................4
7. Site Visit...................................................................................................................................................4
B. Bidding Documents ................................................................................................................................ 4
8. Content of Bidding Documents................................................................................................................4
9. Clarifications of Bidding Documents.......................................................................................................5
10. Amendments of Bidding Documents .......................................................................................................5
C. Preparation of Bids ................................................................................................................................ 5
11. Language of Bid.......................................................................................................................................5
12. Documents Comprising the Bid ...............................................................................................................5
13. Bid Prices .................................................................................................................................................6
14. Currencies of Bid and Payment................................................................................................................6
15. Bid Validity..............................................................................................................................................6
16. Bid Security..............................................................................................................................................7
17. Alternative Proposals by Bidders .............................................................................................................7
18. Format and Signing of Bid .......................................................................................................................7
D. Submission of Bids.................................................................................................................................. 8
19. Sealing and Marking of Bids....................................................................................................................8
20. Deadline for Submission of Bids..............................................................................................................8
21. Late Bids ..................................................................................................................................................8
22. Withdrawal, Substitution and Modification of Bids.................................................................................8
E. Bid Opening and Evaluation ................................................................................................................. 9
23. Bid Opening .............................................................................................................................................9
24. Process to be Confidential........................................................................................................................9
25. Clarification of Bids and Contacting the Employer .................................................................................9
26. Examination of Bids and Determination of Responsiveness..................................................................10
27. Correction of Errors................................................................................................................................10
28. Evaluation and Comparison of Bids.......................................................................................................10
29. Domestic Preference...............................................................................................................................11
F. Award of Contract................................................................................................................................ 11
30. Award Criteria and Notification of Proposed Award.............................................................................11
31. Employer’s Right to Accept the Bid and to Reject any or all Bids ........................................................11
32. Notification of Award and Signing of Agreement .................................................................................11
33. Contract Security....................................................................................................................................12
34. Adjudicator.............................................................................................................................................12
35. Corrupt or Fraudulent Practices..............................................................................................................12
50

Section I. Instructions to Bidders
A. General
1. Scope of Bid
1.1 The Employer indicated in the Special Conditions of Contract (SCC), invites bids for the
construction of Works, as described in Section 6, Schedule of Requirements. The subject and
procurement reference number are provided in the SCC.
1.2 The successful Bidder will be expected to complete the Works by the Intended Completion Date
specified in the SCC.
1.3 Throughout these Bidding Documents:
(a) The term “Employer” means “Procuring Entity” as defined in the Public Procurement
Proclamation; and
(b) The term “Contractor” means “Supplier” as defined in the Public Procurement Proclamation.
2. Source of Funds
2.1 The Employer indicated in the SCC has an approved budget towards the cost of the procurement
described in Section 6, Schedule of Requirements and intends to use these funds to cover
eligible payments under the Contract for the Works. Payments will be made directly by the
Employer and will be subject in all respects to the terms and conditions of the resulting contract
placed by the Employer.
3. Eligible Bidders
3.1 A bidder shall:
(a) Have the legal capacity to enter into a contract;
(b) Not be insolvent, in receivership, bankrupt or being wound up, not have had their business
activities suspended and not be the subject of legal proceedings for any of the foregoing; and
(c) Have fulfilled their obligations to pay taxes according to the laws of the Federal Democratic
Republic of Ethiopia.
3.2 Unless otherwise specified in the SBD, in order to demonstrate compliance with the criteria in
ITB Sub-Clause 3.1, a Bidder shall submit with its Bid either:
(a) In the case of Ethiopian Bidders only, its certificate of registration from the mandated public
body specified in the SBD demonstrating its registered contractor status; or
(b) Appropriate documentary evidence demonstrating its compliance, which shall include:.
(i) Its trading licence and suppliers registration certificate
(ii) Its tax clearance certificate and VAT registration, if required; and
(iii) Any relevant professional practice certificates.
3.3 A bidder shall be required to obtain a certificate of registration from the mandated public body
referred to in ITB Sub-Clause 3.2, demonstrating registered contractor status, as a condition of
contract award.
3.4 Bidding is open to all bidders from eligible countries as defined in Section 5, Eligible Countries.
Any materials, equipment and services to be used in the performance of the Contract shall have
their origin in an eligible country, as defined in Section 5, Eligible Countries.
51

3.5 All bidders shall provide in Section 4, Bidding Forms, a statement that the Bidder (including all
members of a joint venture and subcontractors) is not associated, nor has been associated in the
past, directly or indirectly, with the consultant or any other entity that has prepared the design,
specifications, and other documents for the Project or being proposed as Engineer for the
Contract. A firm that has been engaged by the Employer to provide consulting services for the
preparation or supervision of the Works, and any of its affiliates, shall not be eligible to bid.
3.6 Government-owned enterprises in the Federal Democratic Republic of Ethiopia may only
participate if they are legally and financially autonomous, operate under commercial law, and
are not a dependent agency to the Employer.
3.7 A Bidder that has been debarred from participating in public procurement in accordance with
ITB Sub-Clause 35.1(c), at the date of the deadline for bid submission or thereafter, shall be
disqualified.
4. Qualification of the Bidder
4.1 All bidders shall provide in the Qualification Information Form in Section 4, Bidding Forms, a
preliminary description of the proposed work method and schedule, including drawings and
charts, as necessary.
4.2 In the event that prequalification of potential bidders has been undertaken, only bids from
prequalified bidders will be considered for award of Contract. These qualified bidders should
submit with their bids any information updating their original prequalification applications or,
alternatively, confirm in their bids that the originally-submitted prequalification information
remains essentially correct as of the date of bid submission. The update or confirmation should
be provided in the Qualification Information Form in Section 4, Bidding Forms.
4.3 If the Employer has not undertaken prequalification of potential bidders, all bidders shall include
the following information and documents with their bids, using the Qualification Information
Form in Section 4, Bidding Forms, unless otherwise stated in Section 3, Evaluation and
Qualification Criteria:
(a) Copies of original documents defining the constitution or legal status, place of registration, and
principal place of business or a copy of the Bidder’s registration certificate where such
documents have been provided to obtain registered contractor status; written power of attorney
of the signatory of the Bid to commit the Bidder;
(b) Total monetary value of construction work performed for each of the last five years;
(c) Experience in works of a similar nature and size for each of the last five years, and details of
work under way or contractually committed; and clients who may be contacted for further
information on those contracts;
(d) Major items of construction equipment proposed to carry out the Contract;
(e) Qualifications and experience of key site management and technical personnel proposed for the
Contract;
(f) Reports on the financial standing of the Bidder, such as profit and loss statements and auditor’s
reports for the past five years;
(g) Evidence of adequacy of working capital for this Contract (access to line(s) of credit and
availability of other financial resources);
(h) Authority to seek references from the Bidder’s bankers;
(i) Information regarding any litigation, current or during the last five years, in which the Bidder is
involved, the parties concerned, and disputed amount; and
52

(j) Proposals for subcontracting components of the Works amounting to more than 10 percent of
the Contract Price.
4.4 Bids submitted by a joint venture of two or more firms as partners shall comply with the
following requirements, unless otherwise stated in Section 3, Evaluation and Qualification
Criteria:
(a) The Bid shall include all the information listed in Sub-Clause 4.3 above for each joint venture
partner;
(b) The Bid shall be signed so as to be legally binding on all partners;
(c) All partners shall be jointly and severally liable for the execution of the Contract in accordance
with the Contract terms;
(d) One of the partners will be nominated as being in charge, authorized to incur liabilities, and
receive instructions for and on behalf of any and all partners of the joint venture; and
(e) The execution of the entire Contract, including payment, shall be done exclusively with the
partner in charge.
4.5 To qualify for award of the Contract, bidders shall meet the minimum qualifying criteria
specified in Section 3, Evaluation and Qualification Criteria.
4.6 Bidders applying for eligibility for a margin of preference in bid evaluation, shall supply all
information to satisfy the criteria for eligibility as described in Section 3, Evaluation and
Qualification Criteria.
5. One Bid per Bidder
5.1 Each Bidder shall submit only one Bid, either individually or as a partner in a joint venture. A
Bidder who submits or participates in more than one Bid (other than as a subcontractor or in
cases of alternatives that have been permitted or requested) will cause all the proposals with the
Bidder’s participation to be disqualified.
6. Cost of Bidding
6.1 The Bidder shall bear all costs associated with the preparation and submission of his Bid.
7. Site Visit
7.1 The Bidder, at the Bidder’s own responsibility and risk, is encouraged to visit and examine the
Site of Works and its surroundings and obtain all information that may be necessary for
preparing the Bid and entering into a contract for construction of the Works. The costs of
visiting the Site shall be at the Bidder’s own expense and the Employer will in no case be
responsible or liable for those costs.
7.2 Details of any Pre-Bid Meeting or Site Visit to be held by the Employer are given in the BDS.
B. Bidding Documents
8. Content of Bidding Documents
8.1 The set of bidding documents comprises the documents listed in the table below and addenda
issued in accordance with Clause 10:
PART 1 Bidding Procedures
• Section 1 Instructions to Bidders (ITB)
• Section 2 Bid Data Sheet (BDS)
• Section 3 Evaluation and Qualification Criteria
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• Section 4 Bidding Forms
• Section 5 Eligible Countries
PART 2 Schedule of Requirements
• Section 6(A) – Scope of Works
• Section 6(B) – Technical Specifications
• Section 6(C) – Drawings
• Section 6(D) – Bills of Quantities (or Activity Schedule)
PART 3 Contract
• Section 7 General Conditions of Contract (GCC)
• Section 8 Special Conditions of Contract (SCC)
• Section 9 Contract Forms
9. Clarification of Bidding Documents
9.1 According to the proclamation a candidate Bidder requiring any clarification of the bidding
documents may notify the Employer in writing at the Employer's address indicated in the BDS.
The Employer will respond to any request for clarification received earlier than 10 days prior to
the deadline for submission of bids. Copies of the Employer's response will be forwarded to all
purchasers of the bidding documents, including a description of the inquiry, but without
identifying its source.
10. Amendment of Bidding Documents
10.1 Before the deadline for submission of bids, the Employer may modify the bidding documents by
issuing addenda.
10.2 Any addendum thus issued shall be part of the bidding documents and shall be communicated in
writing to all purchasers of the bidding documents. Prospective bidders shall acknowledge
receipt of each addendum in writing to the Employer.
10.3 To give prospective bidders reasonable time in which to take an addendum into account in
preparing their bids, the Employer shall extend, as necessary, the deadline for submission of
bids, in accordance with Sub-Clause 20.2 below.
C. Preparation of Bids
11. Language of Bid
11.1 All documents relating to the Bid shall be in English. Any printed literature furnished by the
Bidder may be written in another language, as long as such literature is accompanied by a
translation of its pertinent passages into English; in which case, for purposes of interpretation of
the Bid, the translation shall govern.
12. Documents Comprising the Bid
12.1 The Bid submitted by the Bidder shall comprise the following, in the format indicated in Section
4, Bidding Forms, where appropriate:
(a) Bid Submission Form;
(b) Bid Security;
(c) Priced Bill of Quantities or Activity Schedule;
(d) Qualification Information Form and Documents and the documents evidencing eligibility in
accordance with ITB Sub-Clause 3.2;
54

(e) Alternative offers where invited; and
(f) Any other document or information required to be completed and submitted by bidders, as
specified in the BDS.
13. Bid Prices
13.1 The Contract will be an Admeasurement or Lump Sum Contract, as indicated in the BDS.
13.2 The Contract shall be for the whole Works, as described in ITB Sub-Clause 1.1, based on the:
(a) Priced Bill of Quantities submitted by the Bidder in the case of an Admeasurement Contract;
or
(b) Priced Activity Schedule submitted by the Bidder in the case of a Lump Sum Contract.
13.3 The Bidder shall fill in rates and prices for all items of the Works described in the Bill of
Quantities (or in the case of a lump sum contract, for all items of the Works described in the
drawings and specifications and listed in the Activity Schedule). Items for which no rate or price
is entered by the Bidder will not be paid for by the Employer when executed and shall be
deemed covered by the other rates and prices in the Bill of Quantities or Activity Schedule. If so
specified in the BDS, the Bidder shall provide a breakdown of rates and prices, showing
equipment, materials and labour, for all items whose cost is greater than the percentage of the
Bid Price specified in the BDS.
13.4 All duties, taxes, and other levies payable by the Contractor under the Contract, or for any other
cause, as of the date 28 days prior to the deadline for submission of bids, shall be included in the
rates, prices and total Bid price (or in the case of a lump sum contract, in the total bid price)
submitted by the Bidder.
13.5 The rates and prices (or in the case of a lump sum contract, the lump sum price) quoted by the
Bidder shall be subject to adjustment during the performance of the Contract if provided for in
Clause 47 of the Conditions of Contract. The Bidder shall submit with the Bid all the
information required under Clause 47 of the Conditions of Contract.
14. Currencies of Bid and Payment
14.1 The unit rates and prices (or in the case of a lump sum contract, the lump sum price) shall be
quoted by the Bidder entirely in Ethiopian Birr and shall be paid in Ethiopian Birr only.
15. Bid Validity
15.1 Bids shall remain valid for the period specified in the BDS.
15.2 In exceptional circumstances, the Employer may request that the bidders extend the period of
validity for a specified additional period. The request and the bidders’ responses shall be made
in writing. A Bidder may refuse the request without forfeiting the Bid Security. A Bidder
agreeing to the request will not be required or permitted to otherwise modify the Bid, but will be
required to extend the validity of Bid Security for the period of the extension, and in compliance
with Clause 16 in all respects.
15.3 In the case of contracts in which the Contract Price is fixed (not subject to price adjustment), if
the period of bid validity is extended beyond 60 days, the amount payable to the Bidder selected
for award, shall be increased by applying the factor specified in the BDS or in the request for
extension, for the period of delay beyond 60 days after the expiry of the initial bid validity, up to
the notification of award. Bid evaluation will be based on the Bid prices without taking the
above correction into consideration.
55

16. Bid Security
16.1 The Bidder shall furnish, as part of the Bid, a Bid Security in original form in Ethiopian Birr in
the amount specified in the BDS.
16.2 The Bid Security shall, at the Bidder’s option, be in the form of cash, a certified cheque or
payable order, bank draft, letter of credit, or an unconditional bank guarantee. Securities issued
by foreign banks or financial institutions shall be counter-guaranteed by an Ethiopian bank. The
format of the Bid Security should be in accordance with the form of Bid Security included in
Section 4, Bidding Forms or another form acceptable to the Employer. Bid Security shall be
valid for 28 days beyond the validity of the Bid.
16.3 Any bid not accompanied by an acceptable Bid Security shall be rejected by the Employer. The
Bid Security of a joint venture must define as “bidder” all joint venture partners and list them in
the following manner: a joint venture consisting of “______,” “______,” and “______”.
16.4 The Bid Security of unsuccessful bidders will be returned within one week after concluding the
contract and after a contract security has been furnished by the successful Bidder.
16.5 The Bid Security of the successful Bidder will be discharged when the Bidder has signed the
contract and furnished the required Contract Security.
16.6 The Bid Security may be forfeited:
(a) If the Bidder withdraws the Bid after Bid opening during the period of Bid validity;
(b) If the Bidder does not accept the correction of the Bid price, pursuant to Clause 27; or
(c) In the case of a successful Bidder, if the Bidder fails within the specified time limit to:
(i) Sign the contract; or
(ii) Furnish the required Contract Security.
17. Alternative Proposals by Bidders
17.1 Bidders shall submit offers that comply with the requirements of the bidding documents,
including the basic technical design as indicated in the drawings and specifications. Alternatives
will not be considered, unless specifically allowed in the BDS.
18. Format and Signing of Bid
18.1 The Bidder shall prepare one original of the documents comprising the Bid as described in
Clause 12 of these Instructions to Bidders, bound with the volume containing the Bid
Submission Form, and clearly marked "ORIGINAL." In addition, the Bidder shall submit copies
of the Bid, in the number specified in the BDS, and clearly marked as "COPIES." In the event of
discrepancy between them, the original shall prevail.
18.2 The original and all copies of the Bid shall be typed or written in indelible ink and shall be
signed by a person or persons duly authorized to sign on behalf of the Bidder, pursuant to Sub-
Clauses 4.3(a) or 4.4(b), as the case may be. All pages of the Bid where entries or amendments
have been made shall be initialled by the person or persons signing the Bid.
18.3 The Bid shall contain no alterations or additions, except those to comply with instructions issued
by the Employer, or as necessary to correct errors made by the Bidder, in which case such
corrections shall be initialled by the person or persons signing the Bid.
56

18.4 The Bidder shall furnish information as described in the Bid Submission Form on commissions
or gratuities, if any, paid or to be paid to agents relating to this Bid, and to contract execution if
the Bidder is awarded the contract.
D. Submission of Bids
19. Sealing and Marking of Bids
19.1 The Bidder shall seal the original and all copies of the Bid in two inner envelopes and one outer
envelope, duly marking the inner envelopes as “ORIGINAL” and “COPIES”.
19.2 The inner and outer envelopes shall:
(a) Be addressed to the Employer at the address provided in the BDS;
(b) Bear the name and procurement reference number of the Contract as defined in the SCC; and
(c) Provide a warning not to open before the specified time and date for Bid opening as defined in
the BDS.
19.3 In addition to the identification required in Sub-Clause 19.2, the inner envelopes shall indicate
the name and address of the Bidder to enable the Bid to be returned unopened in case it is
declared late, pursuant to Clause 21.
19.4 If the outer envelope is not sealed and marked as above, the Employer will assume no
responsibility for the misplacement or premature opening of the Bid.
20. Deadline for Submission of Bids
20.1 Bids shall be delivered to the Employer at the address specified in ITB Sub-Clause 19.2(c)
above no later than the time and date specified in the BDS.
20.2 The Employer may extend the deadline for submission of bids by issuing an amendment in
accordance with Clause 10, in which case all rights and obligations of the Employer and the
bidders previously subject to the original deadline will then be subject to the new deadline.
21. Late Bids
21.1 Any Bid received by the Employer after the deadline prescribed in Clause 20 will be returned
unopened to the Bidder.
22. Withdrawal, Substitution and Modification of Bids
22.1 Bidders may withdraw, substitute or modify their bids by giving notice in writing before the
deadline prescribed in Clause 20.
22.2 Each Bidder’s withdrawal, substitution or modification notice shall be prepared, sealed, marked,
and delivered in accordance with Clauses 18 and 19, with the outer and inner envelopes
additionally marked “WITHDRAWAL”, “SUBSTITUTION” or “MODIFICATION” as
appropriate. The corresponding substitution or modification of the bid must accompany the
written notice.
22.3 No Bid shall be modified after the deadline for submission of Bids.
22.4 Withdrawal of a Bid between the deadline for submission of bids and the expiration of the
period of Bid validity specified in the BDS or as extended pursuant to Sub-Clause 15.2 may
result in the forfeiture of the Bid Security pursuant to Clause 16.
22.5 Bidders may only offer discounts to, or otherwise modify the prices of their bids by submitting
57

Bid substitutions or modifications in accordance with this clause, or included in the original Bid
submission.
E. Bid Opening and Evaluation
23. Bid Opening
23.1 The Employer will open the bids, including substitutions and modifications made pursuant to
Clause 22, in the presence of the bidders' representatives who choose to attend at the time and in
the place specified in the BDS.
23.2 Envelopes marked "WITHDRAWAL" shall be opened and read out first. Bids for which an
acceptable notice of withdrawal has been submitted pursuant to Clause 22 shall not be opened.
Next, envelopes marked “SUBSTITUTION” shall be opened and read out and exchanged with
the corresponding bid being substituted, and the substituted bid shall not be opened, but returned
to the Bidder. . No bid substitution shall be permitted unless the corresponding substitution
notice contains a valid authorization to request the substitution and is read out at bid opening.
Envelopes marked “MODIFICATION” shall be opened and read out with the corresponding bid.
No bid modification shall be permitted unless the corresponding modification notice contains a
valid authorization to request the modification and is read out at bid opening.
23.3 The bidders' names, the Bid prices, the total amount of each Bid and of any alternative Bid (if
alternatives have been requested or permitted), any discounts, Bid modifications and
withdrawals, the presence or absence of Bid Security, will all be announced by the Employer at
the bid opening. Further, any such other details as the Employer may consider appropriate, will
also be announced.
23.4 Bids, substitutions or modifications that are not opened and read out at bid opening shall not be
considered for further evaluation, irrespective of the circumstances. In particular, any discount
offered by a Bidder which is not read out at bid opening shall not be considered further.
23.5 The Employer will prepare minutes of the Bid opening, including the information disclosed to
those present in accordance with Sub-Clause 23.3.
23.6 No bid will be rejected at bid opening except for late bids, which will be returned unopened to
the bidder, pursuant to ITB Clause 21.
24. Process to be Confidential
24.1 Information relating to the examination, clarification, evaluation and comparison of bids and
recommendations for the award of a contract shall not be disclosed to bidders or any other
persons not officially concerned with such process until the award to the successful Bidder has
been announced. Any effort by a Bidder to influence the Employer’s processing of bids or award
decisions may result in the rejection of his Bid.
25. Clarification of Bids and Contacting the Employer
25.1 To assist in the examination, evaluation and comparison of bids, the Employer may, at the
Employer’s discretion, ask any Bidder for clarification of the Bidder’s Bid, including
breakdowns of unit rates (or in the case of a lump sum contract, the prices in the Activity
Schedule). The request for clarification and the response shall be in writing, but no change in the
price or substance of the Bid shall be sought, offered, or permitted except as required to confirm
the correction of arithmetic errors discovered by the Employer in the evaluation of the bids in
accordance with Clause 27.
25.2 Subject to sub-clause 25.1 no Bidder shall contact the Employer on any matter relating to its bid
from the time of the bid opening to the time the contract is awarded. If the Bidder wishes to
58

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